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EPAC08

Eleventh European Particle Accelerator Conference

Magazzini del Cotone, Genova, Italy23-27 June, 2008

EPAC08

Status of preparation of EPAC’08

Paolo

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EPAC08Status: LOC composition

• Core LOC, with the key roles– Paolo Pierini, INFN/MI - LOC Chair – Caterina Biscari, INFN/LNF – OC Chair – Carlo Bocchetta, ST - OC/SPC – Carlo Pagani, INFN/MI – Renzo Parodi, INFN/GE - Industrial Exhibition Manager – Maria Rita Ferrazza, INFN/LNF - Local Secretariat – Ivan Andrian, ST - EB/PO Manager – Andrea Ghigo, INFN/LNF– Stefano Deiuri, ST - Technical/IT Manager – Marina Nadalin, ST - Registration Manager – Christine Petit-Jean-Genaz - EPAC Conference Coordinator– Cristiana Fiandra/Nadia Sambraello - PCO Representatives– later: Poster Manager, Speaker Interface, …

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EPAC08Activities so far...

• 27/09/2006 Meeting with PCOs in Genova– Met both PCOs to comment their bids, ask clarifications, etc.

• 16/10/2006 LOC-1 in Frascati– Kickstart meeting, review rough timeline, PCO discussion, ...

• 19/12/2006 LOC-1.5 in Milano– Dedicated to further PCO contact

• 18/01/2007 LOC-1.75 in Genova – PCO decision– Gathered additional (italian) exhibitors to add to CERN db

• 01-02/03/2007 LOC-2 in Milano (now)– Welcome the PCO representatives– Meet with key EPAC06 (pitfalls, suggestions, things to avoid...)– Review deadlines, monitor progress– Budget estimates

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EPAC08Conference organization model

• We will have the PCO handling the conference budget– Our administrations do not agree on taking the full administrative

burden to handle the conference management– PCO will act as Administrative Secretariat, managing the cash

flow (inbound/outbound)• will use SPMS DB and registration modules, integrating their systems

for money transfer and hotel reservations (with Ivaan)

– Discussion on the budget with PCO just starting• Using H-A Synal cost spreadsheet, extended to EPAC06 with

(preliminary) data from John

• Waiting for John Thomason final data in the next days...

• Sensitivity studies (vs # people, fee, etc.)

– Contract with PCO under finalization

• Additional sponsorship from INFN & ST– to feed the EPS-AG sponsorship (raising from last years)– for meetings & “argent de poche” (posters, fileservers, ...)

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EPAC08First LOC Actions

• Secured conference domain– we have epac08.org– Maintained by Sincrotrone Trieste (Ivan and Stefano)

• Started the loc.epac08.org site to keep the LOC material– We are spread in several locations (GE, MI, LNF, Trieste), so we

keep a central repository– Our Meeting minutes– Material from the PCOs– Material from Cotone Congressi– Budget templates– Will be made available for future conferences

• Industrial Exhibitors: see Renzo

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EPAC08Capturing LOC Meetings

• We have INDICO!– it’s CERN, it’s free– it already has a JACoW tree– several PAC07 LOC meetings stored there

• I propose to capture our presentations here, and maybe keep the minutes, budget, and action list on the loc site

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EPAC08Budget Consolidation/I

• Budget consolidation– Preliminary expense budget assembled from PCO offers

• Totaling ~500 k€ (VAT included, students budget excluded)

– The most sensible difference in PCO offers is in the technical support for the rooms • offering different setups for the big projector systems

• need to understand which is correct, discussing with the venue

– Assume • 700-800 paying delegates?

• 50 industrial exhibitors

• “worst case” of all ProcOfff/RegDesk manpower on conference budget

– Need to iterate with PCO• real work starts now...

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EPAC08Budget Consolidation/II

• Goal: can we go back at EPAC02/04 Fees? • Budget sensitivity

– 42 k€ / 100 persons at constant fee– 7 k€ / 10 € Fee change at constant participation

• i.e. 100 Persons = 60 €

• Assume:– Fees

• EPS 80%• Advanced 86%

– Distribution• EPS 6%• Advanced 71%• Late 23%

431

387400

291

257

467

419430

334

304

540

484 490

363

339

190

375

240

0

211

0

100

200

300

400

500

600

EPAC08 EPAC06 EPAC04 EPAC02 EPAC00 EPAC98

Eu

ro

?

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EPAC08Preliminary expenses breakdown

• Estimate based on events for – 800 persons and 50 exhibitors

• Full 20% VAT on all costs• 3% banking fees on budget• Very preliminary breakdown

– Using some margin from PCO offers

– Previous conference estimations for other expenses

    EPAC08 EPAC06 EPAC04 EPAC02 EPAC00 EPAC98

100 Conference organisation 69000 26299 87749 11489 87190 47133

200 Conference venue 128200 217615 124650 115179 88192 63907

300 Industrial exhibition 40700 36239 27252 19519 25484 26415

400 Poster sessions 13000 28307 12035 17131 6374 15792

500 Printing, office expenses 28100 18661 30455 30423 25709 16863

600 Social events, Food & Beverages 94400 169585 139616 186802 94069 82341

700 Proceedings 29000 31737 21596 52996 54013 59799

800 EPS-IGA Student Support Programme 54600 70269 52628 49900 36040 21581

900 VAT and other taxes 95478 92477 17832 23223 5862 31429

Total Euro 552478 691190 513816 506662 422934 365260

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EPAC08PCO: theoffice

• PCO tasks– Participate to budget consolidation– Administrative/Financial Secretariat

• manage main cash flow from delegates and industries and to subcontractors

– Follow registration through SPMS (providing money transfer module)

– Hotel reservations– Handling of subcontractors (CC, social events)– Tours and companion program

• Presentation from theoffice later

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EPAC08Events

• Reception at the Magazzini del Cotone– cheap, effective (and on the sea)

• Chairman cocktail– Palazzo Ducale – Villa Spinola, in the hills overlooking Genova

• Social dinner– The only place that potentially can host all participants without

dividing them in small halls is the Stazione Marittima– However, the Stazione Marittima serves as a passenger terminal

for the luxury cruise ships, so its availability will be known only at beginning of 2008, when the cruise lines prepare their routes

– Otherwise, we can split in different locations (as in Edinburgh)

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EPAC08Potential pitfall 1: Reaching Genova

• Not extremely easy – learned the hard way at previous LOC...– make it clear on the web

• Airport– http://www.aeroportodigenova.com/home/index.php – Bus connection every hour (20 minuts to Principe station)– Few international connections

• Daily: Munich/Paris

• Few times a week: Amsterdam/Frankfurt/London

– Daily connection to Rome (4-8/day) & Milano Malpensa (3/day)

• Train connection– From Milano Centrale in 1.5-2 hours– Milano Malpensa to Centrale is another 1 hour approximately

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EPAC08Today

• Meet with TheOffice– Actions: Deadline for first budget estimate, with a tentative fee

• Industrial Exhibition– Renzo– Actions: Propose addition to list of contact and finalize first

announcement to be sent through SPMS

• Website/IT/SMPS modifications/mailing list... – Ivan & Stefano– Actions: Deadline for private website, deadline for going public,

user roles and lists

• OC and SPC timeline that we have to follow– CPJG and Caterina

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EPAC08Tomorrow

• Morning– Hear reports of EPAC06 experience

• F. Akeroyd (IT)

• D. Faircloth (Industrial Exhibit)

• Sue Waller (Conference Secretary)

• John Thomason (Everything and more...)

– Make question, understand, learn

• Afternoon– Finalize list of actions– Date & Location of next meeting– Plan further inspection to Cotone

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EPAC08Miscellanea

• Cost reduction– Few years ago shift from book to CD– Now shift from conference abstract booklet to USB sticks?

• Hardware– My fear is on PC hardware for Proceedings Office and Paper

Receipt Office. In past conferences it was coming from big labs, on a “free loan” base.

– In principle we will have to buy everything (sponsors?) on conference budget

• Other ideas– Bergoz at APAC was proposing a few ideas, where he could

contribute• e.g. sponsored blackboards spread over the CC so that people can

stop by and discuss

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EPAC08Timeline (from previous conferences)

ID Task Name

1 EPAC08

2 Conference

3 Deadline for Replies from Industry/Cheaper

4 Deadline Advance Payment

5 Deadline Hotel

6 Contacts with industrial exhibitor

7 First Mail Shot to Industry

8 Second Mail Shot to Industry

9 Organizational

10 Printing of Header Notepaper

11 Call For Tenders Printing

12 Website implementation and testing

13 Website Online

14 Dispatch of Poster & Postcards

15 Final Programme to Printer

16 Abstract Brochure to Printer

17 Scientific Program

18 SPC/1

19 PAC07

20 SPC/2

21 Invitations to Invited Speakers

22 Deadline for Responses from Invited Speakers

23 SPMS email

24 Call For Papers

25 Deadline Receipt of Abstracts

26 Invitation to authors of Oral/Oral Poster

27 Acceptance of Poster via SPMS

28 Invite Session Chairmen

29 Conference Guide

EPAC08

Conference

2/1Deadline for Replies from Industry/Cheaper

5/1 Deadline Advance Payment

5/16Deadline Hotel

Contacts with industrial exhibitor

4/27 LOCFirst Mail Shot to Industry

12/7 LOCSecond Mail Shot to Industry

Organizational

3/2 ECCPrinting of Header Notepaper

9/14 ECCCall For Tenders Printing

LOCWebsite implementation and testing

10/12 LOCWebsite Online

10/12 LOCDispatch of Poster & Postcards

5/9 ECCFinal Programme to Printer

5/9 ECCAbstract Brochure to Printer

Scientific Program

SPCSPC/1

PAC07

SPCSPC/2

8/17 SPCInvitations to Invited Speakers

9/14 SPCDeadline for Responses from Invited Speakers

12/7 ECCSPMS email

10/12 SPCCall For Papers

2/1 ECCDeadline Receipt of Abstracts

2/29 SPCInvitation to authors of Oral/Oral Poster

2/29 SPCAcceptance of Poster via SPMS

2/29 SPCInvite Session Chairmen

3/28 ECCConference Guide

Feb '07 Mar '07 Apr '07 May '07 Jun '07 Jul '07 Aug '07 Sep '07 Oct '07 Nov '07 Dec '07 Jan '08 Feb '08 Mar '08 Apr '08 May '08 Jun '08 Jul '08 Aug '08